DEPARTMENT OF NATURAL RESOURCES. EFFECTIVE DATE: December 1, 1999

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1 DEPARTMENT OF NATURAL RESOURCES ADMINISTRATIVE POLICY NO: 2 EFFECTIVE DATE: December 1, 1999 SUBJECT: AUTHORIZATION: POLICY: CELLULAR PHONES Louisiana Administrative Code Title 4; Part IX; 9:901 and R.S. 42:1461 It is the policy of the Department to utilize cellular phones and Personal Digital Assistance in the most cost efficient and effective way to carry out its mission. Revisions of this policy are effective with the approval of the Civil Service Commission and certification of the Human Resources Director. II. PURPOSE: This policy will establish guidelines for determining the need for cellular phones and Personal Digital Assistance and accounting for their use by the employees of the Department of Natural Resources. III. APPLICABILITY: This policy will apply to all Offices within the Department of Natural Resources with cellular phones and personal digital assistant assigned to employees within their section and/or division. IV. PROCEDURES FOR OBTAINING CELLULAR SERVICE/PERSONAL DIGITAL ASSISTANTS: The Department of Natural Resources offers three types of cellular service to state employees, Option I, Option II and Option III. Option I: Administrative employees whose appointing authority certifies that a cellular telephone is necessary for them to satisfactorily perform their duties will be given a monthly cellular phone allowance in the amount of $ Field Inspectors will be given a monthly fee of $ Employees whose appointing authority deems it necessary that they have a Personal Digital Assistant (PDA) with Data and Voice will be reimbursed $75.00 per month. 1 of 7

2 The Undersecretary or his designee must approve an employee participation in this option. There will be no reimbursement of any charges other than this allowance. The allowance will be spread over the employees twenty-six pay periods and will appear on the employees remuneration statement as earned income. Every January, employees need for a cellular phone/pda will be initiated and re-certified by the appointing authority and approved by the Undersecretary or his designee; using the Cellular Phone/PDA Policy Acknowledgment and Certification Form. (See attachment 1) Employees will be responsible for promptly notifying the appointing authority and/or HR if the cell service is discontinued. IRS regulations require that this allowance be reported as income on an employee=s W-2, and taxes and retirement will be withheld. Option II: The Department provides an employee with cellular service and a cellular telephone. Employees who choose this option will be required to complete a request for cellular service using the Cellular Phone Approval Request Form. (See Attachment 2) and will be required to keep detailed logs of all cellular activity using the Department=s cellular phone log. These logs should document who was called or who the call was from, purpose of call and date, time, and length of call. These logs will be submitted on a monthly basis to the employee= supervisor who will review and compare it with the cellular phone bill, then approve it. Cellular phones issued under this option can be used for business purposes only. Personal calls are prohibited. Option III: Employees with an occasional need for cellular service will be provided utilization of a DNR pool phone. Each Office within the Department of Natural Resources will have cellular phones, purchased by the Department available for employee use. Each Assistant Secretary will designate an individual in their Office who will be responsible for storing and checking the pool phones in and out. Employees with the approval of their appointing authority will sign the cellular phone out upon receipt and in upon return. Cellular phones issued under this option can be used for business purposes only. Personal calls are prohibited. Employees will be subject to disciplinary action, up to termination, for use of cellular phone for personal calls under options 2 and/or 3 or other violations of this policy. VI. RESPONSIBILITY: Assistant Secretary or Appointing Authority: Assuring compliance with this policy, and annually certifying that conditions that justified issuance of a cellular telephone still exist. 2 of 7

4 LOUISIANA DEPARTMENT OF NATURAL RESOURCES Cellular Phone/PDA Policy Acknowledgment and Certification Form Attachment 1 Option 1 I (Please Print Name) understand that in accordance with DNR Policy Number 2, concerning cellular phones that I will receive a monthly allowance of $ to be used to provide cellular phone service that is needed in conjunction with the performance of my job duties. This will be the only reimbursement for cellular phone expenses I receive. I acknowledge that I have been told that I must maintain cellular service in order to receive reimbursement, and my failure to do so will subject me to disciplinary action. I also acknowledge that this allowance will be reported as income on my W-2. (Employee Signature) (Employee Number) (Supervisor Signature) (Appointing Authority Signature) (Secretary or his Designee) Please forward this completed form to the Deputy Undersecretary 4 of 7

5 Attachment 2 Option 2 LOUISIANA DEPARTMENT OF NATURAL RESOURCES Cellular Phone/PDA Approval Request Form TO: Secretary FROM: RE: Approval for Cellular/PCS Service DATE: I am requesting your approval of a (Type Brand, Model of what service) to be used by (Name of Employee to whom the Cellular phone will be assigned) (Type of Plan) (Service Provider) (Cost) (Billing AU#) (location, agency #, org #) Use Space below for additional justification if plan is above minimum of 350 Minutes/month) I have read and agree to comply with DNR Administrative Policy #2 regarding cellular phones. I understand that I may be subject to disciplinary action for violation of this policy (Employee Signature) (Appointing Authority Approval) Secretary Signature Approved (Denied) After approval, a requisition should be completed and attached to this form and submitted to the Budget and Fiscal Division for processing. Budget & Fiscal will forward it to the Purchasing Division. 5 of 7

6 LOUISIANA DEPARTMENT OF NATURAL RESOURCES EMPLOYEE CELLULAR TELEPHONE LOG Attachment 3 Option 2 Employee Name: Address: City: State/Zip: Social Security # For Period: to Date: Time: Called or Calling Reason/Purpose of Call: Length of Call: 6 of 7

7 Date: Time: Called or Calling Reason/Purpose of Call: Length of Call: Total Number of Calls: Total Number of Minutes: Cost Center Billed: I hereby certify that the above listed phone calls charged to my cellular phone listed on the Employee Telephone Log for the month of were necessary for the performance of my duties for the Department of Natural Resources. Employee Signature: Date: I approve the above calls and certify that they are necessary for the performance of this employee=s duties: Supervisor Signature: Date: 7 of 7

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